Program Coordinator, Travel

Jobtailor; Town of Brookhaven (NY); On-site; USD 40,000 - 55,000; Full time

Job summary

Jobtailor in New York area is seeking a Travel Programs Support Coordinator to assist the Account Manager with client and vendor communications, organize program files, and build participant databases. You’ll create registration materials using Cvent, coordinate mailings, handle participant inquiries, and ensure accurate documentation of events.

Ideal candidates have 1–2 years in customer service, strong organizational skills, and the ability to work both independently and in a small team.

Qualifications

• 1-2 years of related work experience.
• Experience with customer service.
• Strong interpersonal skills to collaborate across departments.
• Ability to work in a small team or independently.
• Excellent verbal and written communication.
• Excellent organization and planning skills.
• Multi-tasking across multiple registration projects.
• High degree of flexibility.
• Intermediate level Microsoft Office skills.
• Bachelor’s Degree in Business Administration, Marketing or Communications preferred.
• Experience with customer service in the travel industry preferred.
• Some knowledge with Cvent Registration platform Preferred.

Responsibilities

• Support Account Manager in operation of travel programs with client and vendor correspondence.
• Organize physical program files within company standards.
• Create program database for all participant information.
• Create registration materials including web registration site using Cvent.
• Coordinate program mailings including promotional, registration and final documentation mailings.
• Handle participant registration communications via phone.
• Quality control of registrations and participant changes.
• Maintain contact with air vendor on day-to-day participant issues.
• Produce program documentation: events, badges, luggage tags, signage, artwork coordination.

Skills

Customer Service

Interpersonal Skills

Communication

Organization

Multi-tasking

Education

Bachelor's in Business Administration

Bachelor's in Marketing

Bachelor's in Communications

Tools

Cvent

Microsoft Office

Job description

• Support of Account Manager in the operation of travel programs including client and vendor correspondence.


• Organization of physical program files within company standards.


• Creation of program database for all participant information.


• Creation of registration materials including web registration site utilizing Cvent Registration system.


• Coordination of all program mailings including promotional mailings, registration mailings and final documentation mailings.


• Coordination of participant registration process including answering participant phone calls regarding program and registration questions.


• Quality Control of registrations and participant changes.


• Maintains contact with air vendor on day-to-day participant issues.


• Creation of program documentation to include copy and production of Program of Events, name badges, luggage tags, signage, etc. as well as coordination of artwork with in-house graphic artist.


• Updates Account Manager on all participant issues including changes or any special requests made by participants.


• Runs reports as required including rooming lists, participant lists, activity lists, arrival & departure lists, etc.


• Creation of travel staff notebooks including copies of all appropriate reports.


• Live up to our Extu Core Values.


• Performs other duties and responsibilities as required by supervisor or business

Requirements

• 1-2 years of related work experience


• Experience with customer service


• Strong interpersonal skills to effectively collaborate across departments


• Ability to work in a small team environment or independently


• Self-starter with excellent problem-solving capabilities.


• Excellent verbal and written communication skills


• Excellent organization and planning skills


• Multi-tasking capabilities (individual will be assigned multiple registration projects simultaneously)


• High degree of flexibility


• Intermediate level Microsoft Office Skills -Word, Excel, PowerPoint, Outlook


• A bachelor’s degree in business administration, marketing, communications or related experience (Preferred)


• Experience with customer service in the travel industry (Preferred)


• Some knowledge with Cvent Registration platform (Preferred)

Core Competencies

Demonstrates strong organizational and planning skills in managing travel programs, including participant registration and documentation. Proficient in customer service and communication, with experience in utilizing Cvent Registration platform and Microsoft Office tools.

Highest-signal resume keywords

• Cvent Registration Platform


• Customer Service Experience


• Microsoft Office Skills


• Organizational Skills


• Interpersonal Skills

ATS Optimization Keywords

Hard Skills

• Program Database Creation


• Quality Control


• Report Generation


• Registration Materials Creation


• Travel Staff Notebook Creation

Soft Skills

• Problem-Solving


• Multi-Tasking


• Flexibility


• Team Collaboration


• Verbal Communication

Certifications & Qualifications

• Bachelor’s Degree in Business Administration


• Bachelor’s Degree in Marketing


• Bachelor’s Degree in Communications

Industry Keywords

• Travel Industry


• Participant Registration


• Vendor Correspondence


• Promotional Mailings


• Program Documentation